Managing user accounts and company files > Managing user accounts
If several people enter transactions into the same company file, you can control which command centres, windows and transactions they can access with user accounts. The ability to limit users’ access can help to minimise fraud. For example, you can prevent a person who places orders with suppliers from also being able to pay suppliers, minimising the likelihood of paying false bills.
A user can only open a company file by completing the Sign-on window. The user must enter a user ID and password to gain access to the user account. Then, whenever a user enters a transaction, it is labelled with the user ID. This allows you to keep track of who entered particular transactions, which is useful when following up disputes with suppliers or customers and pinpointing fraudulent transactions.
User IDs can be set up to restrict access to employee banking and contact information stored in the card file and on reports. You can set broad restrictions, such as disallowing access to the employee card file, or you can set specific restrictions, such as viewing employee banking details.
The Administrator account is a default user account always present in all company files and cannot be deleted. This special user account is the only one with access to all command centres, functions and windows.
The Administrator account can create, edit and delete ordinary user accounts. For that reason, as soon as you create a company file, you should supply a password for the Administrator account; otherwise, any user can log in and enter, edit and delete transactions without leaving a trace. For more information, see Set a password for the Administrator user ID.
Your software allows more than one user to access a company file. Although a single network licence is provided at the time of purchase, you can buy additional licences (also known as workstation seats) whenever the need arises.
If you require more users to have access to a company file, you can purchase additional licences. For more information, see To obtain additional workstation licences.
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Start your AccountRight software and click Open a company file in the welcome window that appears. The Open window appears.
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Type Administrator in the User ID field, type the administrator’s password in the Password field, and click OK.
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Note that if you have not set a password for the Administrator account, leave this field blank.
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In the Preferences window, click the Security tab and then click User IDs. The User Access window appears.
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Type the user’s name in the User ID field, then type the password in the Password and Confirm Password fields.
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If you want to copy the restrictions you’ve set up for another user, type or select an existing user account in the Copy Restrictions field.
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Click the new user account in the User ID column, then click in the Not Allowed column next to those command centres or functions to be denied to the user.
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Click OK.
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You can purchase extra workstation licences to allow additional users simultaneous access to the company file.
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Call Customer Service at on the number given in the Enable License window and follow the Customer Service representative’s instructions.
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Ask the customer service representative for the company file’s confirmation code—you may need it to activate the extra workstation licences you have just purchased.
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If you cannot connect to the Internet, type the confirmation code given to you by the representative in the Enter Confirmation Code field and click OK.
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